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eManifest Portal
Frequently Asked Questions: Freight Forwarders

General

1. What is the eManifest Portal?

The eManifest Portal (Portal) is a secure dta transmission option developed by the Canada Border Services Agency (CBSA) that allows the trade community to electronically transmit their pre-arrival cargo and conveyance information through the Internet.

2. Who is eligible to use the Portal?

Highway carriers, air carriers, freight forwarders, brokers and warehouse operators are eligible to use the Portal to transmit and/or view various Trade Documents submitted to the CBSA. In the event of a flying truck scenario, Air carriers are treated as highway carriers in the Portal and can only submit Highway Conveyance Documents to the CBSA.

4. Must I enable JavaScript in order to use the Portal?

Yes, in order to use the eManifest Portal, each user is now required to ensure that JavaScript is enabled on their computer. Refer to your web browser's help section for information on enabling JavaScript.

5. How can my freight forwarder company start using the Portal?

Your freight forwarder company must have a valid Client Identifier (carrier code) and a Shared Secret issued by the CBSA to do business using the Portal. This information is needed when the authorized representative of your company, known as the Account Owner, creates a Portal Business Account. Once your Business Account has been created, the Account Owner can allow additional users to access your Business Account as needed. All Portal users must use a credential to log in such as Sign-In Partner orGCKey and must create a Portal User Account. More information about credentials, eManifest Portal User Accounts and Portal Business Accounts is provided below.

6. What do the and symbols mean in the Portal?

These two symbols indicate that online help is available. Simply select either of the icons to view the help content.

7. Will the Portal log me out due to inactivity?

Yes, the Portal will log you out after 20 minutes of inactivity and all unsaved data will be lost. To continue using the Portal, you will be required to log in again.

8. Are there any security procedures I should follow if I am using the Portal on a shared computer?

Yes. If you are using a shared computer, once you have finished using the Portal, you must log out by selecting the log out link and close your browser before leaving the computer unattended. This will prevent unauthorized access to your personal and/or commercial information by others.

9. In the event of an eManifest Portal outage, what is my company required to do?

If an eManifest Portal outage occurs, users should refer to the System Outage Contingency Plan page on the CBSA Web site. If a system and/or procedural problem is discovered, a user should contact the eManifest Technical Commercial Client Unit (TCCU). Contact information can be accessed through the eManifest Portal Help and Support page of the CBSA Web site.

Credentials

10. What is a credential?

A "credential", in the information systems context, is an attestation of identity authentication. Credentials are widely used to control an individual's access to information or services. The combination of a user ID or card number and a password is an example of a credential. The Government of Canada uses electronic credentials to allow users to communicate securely with online-enabled government services, such as the eManifest Portal. All eManifest Portal users must have a credential with either Sign-In Partner or with GCKey.

11. Which of the two credentials should I choose?

The Government of Canada is giving clients the option of using either a commercial credential service (Sign-In Partner) or a government-issued credential service (GCKey) to access online government services. To assist you in choosing your credential, below is a description of both options:

The Sign-In Partner is a credential service offered in collaboration with participating financial institutions. This service gives you a familiar and convenient option for accessing government services by allowing you to log in to the eManifest Portal using your established online banking credential. For additional information on Sign-In Partner eligibility and advantages, click on the Sign-In Partner service from the eManifest Portal Log In page and select the Frequently Asked Questions (FAQs) link. .

GCKey is a service that permits you to use a unique government-issued credential that protects your communications with online government programs and services such as the eManifest Portal. For more information please visit the GCKey Web site.

12. How do I access the Portal using Sign-In Partner?

In order to access the Portal using Sign-In Partner, you must already possess a credential with one of the participating financial institutions. On the eManifest Portal Log In page, select Sign-In Partner Log in. This link will guide you in entering the Portal with your existing online financial institution credentials and in creating your Portal User Account. When you select Sign-In Partner Log in, you will also have access to additional information about Sign-In Partner's eligibility and advantages.

13. How do I create a GCKey?

You must go to the Government of Canada's GCKey Web site to create a GCKey. You must then choose a user ID, password and password recovery questions. Once your GCKey registration is complete, you will be able to create your Portal User Account. For more information or to create your GCKey, please visit the GCKey Web site.

14. How do I transfer credentials?

Transfer from GCKey to Sign-In Partner

You can choose one of two options to complete this transfer:

Option 1: On the eManifest Portal Log In page, select Sign-In Partner Log in. You will be guided in the process of entering the Portal using your existing online banking credential with one of the participating financial institutions. Once in the Portal, you will be directed to a page where you have the option of creating a new User Account or to transfer a User Account associated with an existing GCKey. Select Transfer GCKey and enter your current GCKey credential. A credential transfer confirmation will appear. To enter the Portal, simply log in using your new Sign-In Partner credential.

Option 2: If you are currently logged in to your Portal Account, select the My Profile tab. Then select the Change Credential Provider… and enter your current online banking credential information in the Sign-In Partner credential service page. A credential transfer confirmation will appear. To enter the Portal, log in using your new Sign-In Partner credential.

Transfer from Sign-In Partner to GCKey

You can choose one of two options to complete this transfer:

Option 1: On the eManifest Portal Log In page, select GCKey Log in. You will be guided in the process of creating your User ID, password and password recovery question. Upon completion, you will be directed to a page giving you the option to create a new User Account or to transfer a User Account associated with an existing Sign-In Partner. Select Transfer Sign-In Partner and enter your current Sign-In Partner credential. A credential transfer confirmation will appear. To enter the Portal, simply log in using your new GCKey credential.

Option 2: If you are currently logged into your Portal Account, select the My Profile tab. Then select Change Credential Provider… and create your new GCKey credential. A credential transfer confirmation will appear. To enter the Portal, simply log in using your new GCKey credential.

15. I had a GCKey credential but recently transferred to Sign-In Partner. I want to transfer back to my original GCKey credential. May I reuse the same GCKey user ID and password when transferring back?

Yes, if transferring back to the GCKey credential service you may use the same user ID and password you initially used prior to transferring to the Sign-In Partner credential service.

16. Do I need separate credentials to access more than one Business Account in the Portal?

No. Portal users only require one credential to get access to their Portal User Account where they can access all the Business Accounts to which they are registered.

17. May I alternate credentials to log in to the eManifest Portal?

It is recommended that you do not alternate from one credential to another. Although Portal users have the option of transferring credentials at any time, it is important to select a unique credential provider because the Government of Canada service only knows you by one credential, which is the last credential you used. If you log in to the eManifest Portal with a different credential, you will have the option of transferring your account to this new credential or creating a new Portal User account.

eManifest Portal User Accounts

19. What is an eManifest Portal User Account?

A Portal User Account is a standard way for all users to establish their identity in the Portal. All users of the Portal must create an eManifest Portal User Account.

20. How do I create an eManifest Portal User Account?

Once you have logged in to the Portal with your credential and have accepted the Portal Terms and Conditions, you may create a new eManifest Portal User Account. You will be asked to provide information about yourself and your user preferences. Once you have provided this information, your User Account will be created and you will be given a User Reference Number (URN). This information can be found under My Profile in the top menu.

21. What is a User Reference Number (URN)?

A User Reference Number (URN) is a system-generated number uniquely associated with a Portal User Account. Your URN is used by Portal Business Account Owners to assign you a user role in your company's Business Account. Your URN can be used as identification if you need to contact the eManifest Technical Commercial Client Unit (TCCU) for assistance.

22. Once I have a User Account, what do I need to do next?

If you are the authorized representative for your company, you may create a Business Account and register yourself as the Account Owner (see below). If you are not the authorized representative you must provide your URN, e-mail address and family name to the person who is the Account Owner so they can add you as a user to your company's Business Account.

23. How do I find my URN once it is created?

Once you have created your User Account, your URN will be sent to the e-mail address you provided when creating your User Account. Your URN will also be displayed on the confirmation page once your User Account is created. You will also be provided the opportunity to print a record of your User Account information, including your URN. Once logged in to the Portal, your URN will be displayed in the upper right hand corner, next to your name.

You can update your information at any time by navigating to the My Profile area located on the top menu in the Portal. Select My Profile and then select Edit. Any changes you input will be updated immediately.

25. Why are some features in the Portal not available to me?

Features that are available to you are based on your role in your company's Business Account as assigned by the Account Owner. See the section below on user roles in the Portal for more information.

26. How do I delete my eManifest Portal User Account?

If you wish to permanently delete your eManifest Portal Account, you may do so by navigating to the My Profile tab in the Portal then select Delete User Account… A message will appear to confirm that you do in fact want to delete the User Account. By selecting Yes, you accept to delete your User Account and all association to Business Account(s) will be disengaged. Confirmation of this deletion will be shown on the screen and sent to the e-mail indicated in the account.

eManifest Portal Business Accounts

27. What is a Portal Business Account?

A Portal Business Account is an area in the eManifest Portal dedicated to individual freight forwarder companies to conduct secure electronic data transmissions with the CBSA. Portal Business Accounts are managed by Account Owners who are authorized representatives of a freight forwarder company.

28. Who can create a Portal Business Account?

If you are the authorized representative of your freight forwarder, you may create your company's Portal Business Account. By creating your Portal Business Account, you become the Account Owner. There is only one Account Owner for a Portal Business Account.

29. What information do I need to create a Portal Business Account?

To create a Business Account in the Portal, you must first have a valid CBSA-issued carrier code and Shared Secret.

30. What is a carrier code and how do I obtain one?

A carrier code is a unique identification number issued by the Minister either under subsection 12.1(4) or before the coming into force of that subsection. To find out how to obtain your carrier code, visit the Commercial Carriers section of the CBSA Web site..

31. What is a Shared Secret and how do I obtain one?

A Shared Secret is a temporary access code that a business requires to create a Portal Business Account in the eManifest Portal. It is issued to businesses that request access to the Portal and must be used within 90 days of the issue date. The Shared Secret is used to authenticate and validate a client when creating an eManifest Portal Business Account. Only the CBSA and the authorized representative of the company have access to this information. To find out how to obtain your Shared Secret visit the How to Apply for a Shared Secret page.

32. What do I do if my Shared Secret has expired prior to creating my Business Account?

A Shared Secret must be used to create your Business Account within 90 days of being issued by the CBSA. A user who fails to create a Business Account using the Shared Secret, within that time frame, will be required to request a new Shared Secret. To find out how to obtain a new Shared Secret visit the How to Apply for a Shared Secret page.

33. After five unsuccessful attempts to create a Business Account, I am prevented from entering my Shared Secret. What steps must I take to create a Business Account?

If a Shared Secret is entered a total of five times in the Portal for the purpose of creating a Business Account and the Account Owner fails to create their Business Account each time, the Shared Secret will expire and can no longer be used. The Account Owner must then submit a request to obtain a new Shared Secret in order to create their Business Account. For the process of obtaining a new Shared Secret, consult the How to Apply for a Shared Secret page.

34. How do I create a Portal Business Account?

You will have the opportunity to create a Business Account immediately after you have created your Portal User Account. To do so, select Create Business Account, enter your Client Identifier (carrier code), select your Business Type as "Freight Forwarder", enter the Shared Secret and then select Submit. Enter the required information about yourself as the Account Owner and select Submit. Finally, review the business information the CBSA has on file to ensure it is up to date and select Continue if the information is accurate. Your Business Account is now created.

Note: When creating your Business Account, if you notice your company information is inaccurate, select Request Update then provide the updated information. Updates will not take effect immediately. An e-mail will be sent to you once the CBSA has made the changes.

35. How do I default my Business Account tab to a specific Business Account?

For the steps to default your Portal Business Account tab to as specific Business Account every time you log in, refer to section 10.2 the eManifest Portal User Guide.

36. How do I obtain access to a Business Account if I am not the Account Owner?

Once you have created a Portal User Account, you will be provided with a User Reference Number (URN). You must provide your URN, family name and e-mail address to your company's Account Owner. The Account Owner can then assign you a role in your company's Business Account. The Account Owner may assign you one of the three roles: Proxy Account Owner, Account User, or Account Browser. See the section on user roles below for more information.

37. How do I navigate to a particular Business Account if I have access to more than one?

While you are logged in to the Portal, simply bring your cursor over the Business Accounts tab and select the desired Business Account from the expanded list that is displayed. You can also select the Business Accounts tab and the Business Accounts page will be displayed with a list of all your Business Accounts. Simply select the Business Account you wish to access.

38. How do I modify the Account Owner of a Business Account?

In the event that the Account Owner rights of a Business Account need to be transferred to another Portal User, specific steps must be followed. The Company Contact will first need to contact the Technical Commercial Client Unit (TCCU), with the new Account Owner's URN. The TCCU will first need to validate the Company Contact's identity by asking questions related to the Business Account. Once the validation is complete, the Company Contact may then communicate a desire to modify the Account Owner of the Business Account. Once the Account Owner change is completed, an e-mail will be sent to the Account Owner as confirmation.

39. Am I required to log into my Business Account regularly to keep it active?

Yes, the CBSA recommends Portal users to log in to their eManifest Portal Business Account on a regular basis to be informed of all Portal notifications and updates. A Business Account in which no user associated to the account has logged in for a period of two years will become inactive. If that is the case, a request for a new Shared Secret must be submitted to re-activate the Business Account. For information on how to obtain a Shared Secret, see question #31.

40. How do I delete a Portal Business Account?

Only the Account Owner of an eManifest Portal Business Account can delete their Business Account. To do so, navigate to the Business Accounts tab in the Portal. Here, select Modify next to the Business Account you want to delete. Now, select Delete Business Account… A message will appear to confirm that you want to delete the Business Account. By selecting Yes, you accept to delete the Business Account and all users associated to the Business Account will no longer be associated. Confirmation of this deletion will be shown on the screen and sent to the Account Owner e-mail indicated in the Business Account.

41. I deleted my Portal Business Account and want to re-activate it, how do I proceed?

Once an Account Owner has deleted his eManifest Portal Business Account, the Business Account's status becomes Inactive. To re-activate the Business Account, the Portal user must submit a request to obtain a new Shared Secret, see question #31. Once the new Shared Secret issued, the Portal User can simply create the Business Account and once the creation process completed, the Business Account will be accessible again. Please note that when re-activating a deleted Business Account none of the previously associated data will have been saved as it's considered a new Business Account.

User roles in the Portal

42. What are the different user roles in the Portal?

There are four user roles in the Portal: Account Owner, Proxy Account Owner, Account User, and Account Browser.

43. What features can each user role access in the Portal?

The following table summarizes available features by user role:

Features

Account Owner

Proxy Account Owner

Account User

Account Browser

Create/edit My Profile

Available

Available

Available

Available

Add/update a Business Account

Available

Add/edit/suspend/remove a Proxy Account Owner

Available

Add/edit/suspend/remove an Account User and an Account Browser

Available

Available

Create/submit/edit/save a Trade Document

Available

Available

Available

Search/view a Secondary Notice

Available

Available

Available

Available

Delete a Secondary Notice

Available

Available

Available

Print/download a Lead Sheet

Available

Available

Available

Available

Print/download a Section 12(1) Report

Available

Available

Available

Create/edit/delete a Lookup

Available

Available

Available

Search/view a Lookup

Available

Available

Available

Available

Create/edit/delete a Useful Link

Available

Available

Available

View a Useful Link

Available

Available

Available

Available

View a System Message

Available

Available

Available

Available

Managing your Business Account

44. How do I add users to my Portal Business Account?

As an Account Owner (or Proxy Account Owner), you may add additional users to your Business Account. The user you wish to add must have already created a Portal User Account and must provide their User Reference Number (URN), family name and e-mail address to you. Once this is done, you must navigate to the User Access tab and then select Add User. You must enter the user's URN, family name, and e-mail address and assign them a role in the Business Account. You may change the role as well as the status of a user at any time via the User Access tab.

45. I have associated my Business Account to a new URN, why are the Portal users associated to that account unable to access the Business Account information?

When associating a Business Account to a new URN, the statuses of all users who have transferred credentials are defaulted to Suspended. As an Account Owner, you must enter your Business Account and under the User Access tab, reactivate the user status of all the Portal users associated to that Business Account. To do so, you must select one user at a time under the User Access tab and must assign a user role (Proxy Account Owner, Account User and Account Browser) to each one of them. Only then will users be able to access the Business Account information. Portal users who did not transfer from the Access Key service to another credential service before December 31, 2012, need to be re-added to the Business Account. To do so, the user will need to provide a new URN (as they will have created a new User Account), their family name and e-mail address.

46. How do I remove a user from my Business Account?

You must be the Account Owner (or Proxy Account Owner) to remove other users from your Business Account. First, you must navigate to the User Access tab and select the user you would like to remove. Next, select Remove and the user will be removed from your Business Account.

47. How do I suspend a user in my Business Account?

You must be the Account Owner (or Proxy Account Owner) to suspend other users in your Business Account. First, you must navigate to the User Access tab and then select the user you would like suspend. Next, select Edit, Suspend as the "User Status" and then Save. The user will then be suspended in the Business Account. Suspended users can no longer access your Business Account.

48. How do I reactivate a suspended user in my Business Account?

To reactivate a suspended user, navigate to the User Access tab, select on the suspended user's family name, and select Edit. Select Active as the "User Status" and then Save to reactivate the user in your Business Account.

49. How many users can have access to my Business Account?

There is no limit to the number of users you may add to your Portal Business Account.

50. How do I update my company's business information on file with the CBSA?

As Account Owner, you may update your business information while creating a Business Account or at any time while logged in to the Portal.

When creating your Business Account, if you notice your company information is inaccurate, select Request Update then provide the updated information. Updates will not take effect immediately. An e-mail will be sent to you once the CBSA has made the changes

To update business information while in the Portal, you must navigate to Business Accounts, select Modify next to the Business Account you wish to edit, navigate to the Business Information sub-tab, select Request Update and then provide the updated information. Updates will not take effect immediately. An e-mail will be sent to you once the CBSA has made the changes.

Trade Documents

51. What are the different types of Trade Documents?

The eManifest Portal has two types of Trade Documents for freight forwarders:

House bill: A House bill represents the initial record of a shipment that will arrive in Canada and enables the CBSA to control the movement of imported goods. This document is identified by a Cargo Control Number (CCN).

Close Message: A Close Message provides information to the CBSA about the shipments arriving to Canada by linking various House bills together. This document is identified by a Close Message Number (CMN).

53. How do I create a Trade Document in the eManifest Portal?

There are two different options to create a Trade Document in the eManifest Portal. Once logged into your Business Account, the first option would be to select the Trade Documents tab. From there, select Create Trade Document and you can then begin the creation process by selecting the type of Trade Document you would like to submit to the CBSA. The second option for creating a Trade Document consists of selecting the Show Trade Documents Shortcuts side bar located on the right hand side of your screen. Once selected, you can choose the type of Trade Document you want to create.

54. How do I link my House bill(s) to my Close Message?

After submitting your House bill(s), you will be able to link them in the Close Message by indicating the CCN of all associated House bill(s). You may enter the Cargo Control Numbers (CCNs) manually or you may select CCNs from a list of all unassociated House bills that have been submitted to the CBSA under your carrier code.

55. How do I send a Manifest Forward of my House bill(s)?

In order to send a Manifest Forward of your House bill you must identify the desired recipients which are identified as Secondary Notify Parties (SNPs) within your House bill. To do so, navigate to the SNP IDs tab and enter the Business Type and Client Identifier for each recipient:

SNPs must be registered with the CBSA and have a valid SNP identifier (ID). Failure to provide a valid and correct SNP ID will result in the non-receipt of the Manifest Forward by the nominated SNP. You may enter a total of 99 SNP IDs per House bill.

56. What information will the Manifest Forward recipients have access to?

An SNP who receives a Manifest Forward will access all the data of a House bill submitted to the CBSA by a freight forwarder except for the data relating to the other SNPs indicated on the Trade Document.

57. Can I save a Trade Document as a draft if I don't have time to finish it?

Yes, you may save your House bills and Close Messages as Draft Documents and complete them at a later time. You can do this by selecting Save and Finish Later. Your document will be saved under the Draft Documents tab.

58. Can more than one user work on the same Trade Document at the same time?

This is not recommended as only one user's data can be saved or submitted.

59. How do I retrieve a Draft Document?

Navigate to the Trade Documents tab and then select the Draft Documents sub-tab to display a list of all your Draft Documents. You may sort the list by selecting the column headings.

60. How many Draft Documents can I save in my Business Account?

You may save up to 100 Draft Documents (House bills and Close Messages) in your Business Account. A note will be displayed with the remaining number of Draft Documents you may save.

61. Why is the expansion feature used for certain data fields in the Trade Documents?

To adapt the Trade Documents to the needs of Portal users, certain data fields which are used less often or that target a smaller group of freight forwarders are hidden in order to reduce the size of the Trade Document screen and to accelerate the Trade Document completion process. If these data fields apply to you, select the data fields and the screen will expand to reveal all associated data fields.

62. How do I customize the Trade Documents lists and tabs in my Business Account?

It is possible to customize the lists and tabs of your Submitted, Draft and Secondary Notices within each Business Account to fit your individual business needs. By navigating to the Trade Documents tab, select the sub-tab you would like to customize (either Submitted, Draft or Secondary Notices) and then select the Customize List/Tab at the bottom left corner. You will be directed to the Customize List/Tab page where you will have the option of customizing both the List Columns and Trade Document Tabs. Any customization saved will apply immediately and will remain each time you log into the Business Account. Follow the same steps for each Trade Document sub-tab you would like to customize.

63. How do I cancel a Submitted Document?

Navigate to the Trade Documents tab. Next, either select the document that you wish to cancel from the list or perform a search for a Submitted Document. Once you have found the Trade Document you would like to cancel, select the Cargo Control Number or Close Message Number (CMN) then select Cancel Submission.

Note: Cancelling a Trade Document will also cancel any submitted Trade Documents of the same document type that share the same document number.

64. How do I edit (update) a Submitted Document?

To edit a Submitted Document, you must navigate to the Trade Documents tab. A list will be displayed of all Submitted Documents. Find the Trade Document you would like to edit, either from the list or by searching Submitted Documents. Next, select the document number (CMN or CCN) and then select Edit Document. From there you will be able to submit a Change or an Amendment to your Trade Document.

65. What must I do if my Submitted Trade Document has been rejected by the CBSA due to a duplicate CCN or CMN?

A Trade Document submission will be rejected if it has the same CCN or CMN as a previously-submitted Trade Document. In this situation, the CBSA will continue to process the version of the Trade Document that is in Accepted status until you edit the CCN or CMN number of the rejected Trade document as Trade Document numbers cannot be duplicated. You can also cancel the rejected Trade Document if it is no longer required. However, cancelling the rejected Trade Document will cancel all versions that share the same CCN or CMN. To do so, begin by navigating to the Trade Documents tab. Under the Submitted Documents sub-tab, select the rejected Trade Document and a mini-list containing the two Trade Documents that share the same document number will appear. Select the rejected Trade Document and proceed with either cancelling or editing the document. For information on cancelling or editing a Trade Document see questions #63 and #64.

66. What must I do if the edits made to my Submitted Trade Document are rejected by the CBSA?

In the event that the edits you made to a Submitted Trade Document are rejected by the CBSA, you are required to edit the rejected Trade Document version according to the rejection reason provided. The CBSA will continue to process the version of the Trade Document that is in Accepted status until you make the required edits. To do so, navigate to the Trade Documents tab where, under the Submitted Documents sub-tab, two Trade Documents with the same number will be present. Select the rejected Trade Document and proceed with editing the document. For information on editing a Submitted Document see question #64.

67. What must I do if the Cancel requests and/or edits made to my Close Message are rejected by the CBSA?

In the event that the Cancel requests and/or edits you made to your Close Message are rejected by the CBSA, the following are possible solutions to correct the error.

If the rejection reason is Document number is not on file, the error may be corrected by:

Submitting another Close Message using the same Previous Cargo Control Number.

If the rejection reason is Previous Cargo Control Number must be consolidated, the error may be corrected by:

Re-submitting the Close Message using the correct Previous Cargo Control Number; or

Re-submitting the Previous Cargo Control document as consolidated cargo and then submitting another Close Message using the same Previous Cargo Control Number.

68.What is the difference between submitting a Change and an Amendment to your Trade Document?

You can submit a Change to a House bill and/or Close Message until it is in Reported status. Once in Reported status, you can only submit an Amendment.

You cannot submit a Change or an Amendment to any Trade Documents in Cancelled status.

69. Is there a limit on how many Trade Documents I can submit through the Portal?

Yes. The Portal is intended for use primarily by small- to medium-sized companies. A maximum of 200 Trade Documents per hour can be submitted through the Portal, per Business Account. If this limit is reached and you wish to submit another Trade Document, you will see a warning message advising you to try again in a few minutes.

70. Can I see my Trade Documents submitted through a service provider or through EDI in the Portal?

Yes. All House bills and Close Messages submitted to the CBSA electronically will be available in the Portal for viewing, changing/amending or cancelling, and for verifying status. Release documents are not viewable in the Portal.

71. Can I view Release Notification System (RNS) Messages in the Portal?

No. Freight forwarders who are subscribers to the Release Notification System will not have the ability to view their RNS messages in the Portal.

72. Why can't I see a list of my Submitted Documents in the Portal?

If your freight forwarder company submits a very high volume of Trade Documents to the CBSA (through the Portal, EDI or a service provider), the CBSA system may not be able to present a list of your most recent Trade Documents. If this is the case, use the Search Submitted Documents feature in the Trade Documents tab to locate documents by Cargo Control Number or Close Message Number.

73. How long does it take before a Submitted Document is moved to the Historical list, and what status must it be in before this happens?

Submitted House bills are moved to the Historical list 24 hours after achieving any of the following statuses: Acquitted, Cancelled, Deconsolidated or Adjusted To. Once the Submitted Close Message reaches a Deconsolidated or Cancelled status, it will remain on the Current list for 24 hours, and then be moved to the Historical list. Depending on the number of submissions, both types of documents will remain on the Historical list for approximately 60 days.

Note: you are responsible for keeping records of your Trade Documents, and you should print or download Submitted Documents as needed. The eManifest Portal is not to be used as a record keeping tool.

Trade Document statuses

74. What is a Status in the Portal?

"Status" refers to the latest version of a Trade Document at the time of submission to the CBSA.

The following Statuses are displayed in the Portal for Trade Documents:

Accepted

Indicates a Trade Document has passed validation checks and has been accepted by the CBSA.

Acquitted

Indicates goods are no longer controlled by a House bill.

Adjusted From

Indicates a manual adjustment has been made to the key (document number) of the trade document; for example, a change to the Client ID. This is considered the "New" document.

Adjusted To

Indicates a manual adjustment has been made to the key (document number) of the trade document; for example, a change to the Client ID. This is considered the "Old" document.

Arrived

Indicates the client's House bill has arrived at its Port of Destination.

Cancelled

Indicates a Trade Document submission has been cancelled by the client or internally by the CBSA.

Cargo Complete

Indicates a non-consolidated Primary Cargo Document has been transmitted to the CBSA and Accepted. If consolidated, it indicates that all of the related secondary cargo (i.e. House bills) has been transmitted as well.

Deconsolidation

Indicates the CBSA has authorized the transfer of Cargo Control from a consolidated shipment to the related secondary House bills that were submitted to CBSA.

Document Package Complete

Indicates all shipments described by a Cargo Document are linked to a pre-arrival Release.

Held for CBSA

Indicates that the cargo is being held for further determination/processing and cannot be released.

Matched

Indicates a Close Message is linked to one or more House bills.

Not Matched

Indicates a House bill has no links to a Close Message.

Rejected

Indicates a Trade Document has been rejected by the CBSA and a rejection reason(s) is provided.

Released

Indicates when goods have been authorized to be removed from the CBSA office, a sufferance warehouse, or a bonded warehouse for use in Canada.

Reported

Indicates goods declared on the House bill have been reported at First Port of Arrival as per the requirements of section 12(1) of the Customs Act.

Submitted

Indicates a Trade Document has been submitted to the CBSA.

Updating…

Indicates a Trade Document submitted to the CBSA from the Portal is being processed.

75. How do I view the Status of my Trade Document?

To view the Status of your Trade Document, you must navigate to the Trade Documents tab and select the Submitted Documents sub-tab. The Status of your Trade Document will be shown on the far right column.

76. How do I view the Status History of my Trade Document?

To view the Status History of your Trade Document, select the Status of that Trade Document. You will then be able to view the Status History and Details of that Trade Document.

77. What does "Submitted" mean in Status History?

"Submitted" appears in your Trade Document's Status History to reflect the date and time your Trade Document was submitted through the Portal to the CBSA.

78. What does the symbol mean next to the Status of my Trade Document?

The symbol is only displayed in special circumstances in relation to the original Trade Document Submission or to Changes, Amendments or Cancellations to House bill or Close Message documents. It means that a Freight Forwarder submission has not passed business validation checks performed by the CBSA system and that the Trade Document Submission is currently rejected by the CBSA system. If a Trade Document Submission is rejected and the symbol is displayed, a Change or an Amendment must be made to that document and resubmitted to the CBSA. When a Change, Amendment or Cancel of a Trade Document is rejected and the symbol is displayed, if the previous version of the Trade Document was accepted it remains in the CBSA system until such time as the freight forwarder resubmits the Trade Document Change, Amendment or Cancel again and passes the CBSA system's business validation rules. If there is no accepted version, it will need to be updated until it passes the CBSA system business validation rules.

If a duplicate document number has been submitted, the symbol will be displayed on the submitted list. In order to use the duplicate document data, a change to the document's CCN or CMN will need to be done and resubmitted.

79. What should I do when I see the symbol next to the Status of my Trade Document?

If you see the symbol next to your Trade Document's Status, you should select the Status of that Trade Document to view its Status History. The Status History will provide the reason for the rejection. To eliminate the symbol you must correct the issue with your rade Document and resubmit it to the CBSA.

Secondary Notices

80. What is a Secondary Notice?

A Secondary Notice is an electronic notice sent to a Secondary Notify Party (carrier, freight forwarder, warehouse operator or broker) on behalf of a Trade Chain Partner or the CBSA. There are two Secondary Notice types: Manifest Forward and Document Not on File Notices.

81. What is a House bill Manifest Forward?

A Manifest Forward is an electronic notice that contains the entire data set of a Trade Document submitted to the CBSA by a Trade Chain Partner.

82. What is a Document Not on File notice?

Indicates to a Freight Forwarder that a Release Request (e.g. PARS) or a Close Message was submitted to the CBSA and the cargo document identified (CCN) on that Release Request or Previous Cargo Control Number on that Close Message has not yet been submitted to the CBSA.

83. Where can I view a Secondary Notice?

Select Trade Documents and then select Secondary Notices. A list of all Secondary Notices, which include Manifest Forwards and Document Not on File notices, sent to you will appear.

84. How do I delete a Secondary Notice?

Under the Secondary Notices sub-tab, locate the Secondary Notice you wish to delete within the list. Then, in the row of that Secondary Notice, select Delete under the Action column on the far right of the screen. A deletion confirmation will appear, select Yes to confirm that you want to proceed with the deletion of the selected Secondary Notice. Your Secondary Notice is now deleted. Please note that once deleted, all users with access to the Business Account will be unable to view this Secondary Notice.

Lookups

85. What is a Lookup?

A Lookup is a tool used by Business Account users to help them re-use frequently needed information when creating a Trade Document. Lookups can be created and used for Shipper, Consignee, Notify Party, Delivery Address, Consolidator, SNP and Trade Document. Lookups are shared in your Business Account by all users.

86. How do I create a Lookup?

To create a Lookup, you must navigate to the Lookup tab in your Business Account. Select the sub-tab for the type of Lookup you wish to create. Select Create Lookup and enter your Lookup information. Select Submit to save your Lookup information for future use. Alternatively, you may select Create a Lookup within a Trade Document to re-use data you've just entered in your Trade Document at a later time.

87. What is the purpose of a Trade Document Lookup?

A Trade Document Lookup can be used as a template to save all the information of a Trade Document for future use. Please note that Cargo Control Number (CCN) will not be saved in the Trade Document Lookup.

85. May I create a Trade Document Lookup with a Trade Document I have just submitted to the CBSA?

After submitting your Trade Document to the CBSA, you will have the option of using the information of the Trade Document submitted to create a Trade Document Lookup. By selecting this feature, an expandable field will appear where you must enter a Trade Document Lookup Name and then select Create Lookup.

88. What is the purpose of an SNP Lookup?

An SNP Lookup can be used to save all the information of a Secondary Notify Party you frequently identify as a Manifest Forward recipient.

89. How do I use a Lookup in my Trade Document?

To use a Lookup in your Trade Document, select Select a Lookup within the Trade Document. This will take you to a list of available Lookups. You may then select the desired Lookup from the list. Doing so will return you to your Trade Document with the pre-populated Lookup content in the proper location. If necessary, you may edit the Lookup information and optionally re-save it for re‑use later.

90. How many Lookups can I create in my Business Account?

You may create up to 1,000 Lookups for each type of Lookup in your Business Account except for the Trade Document Lookup which has a limit of 100 Lookups.

Useful Links

92. What are Useful Links?

Useful Links are similar to bookmarks or favourites in your Web browser. They can be created by users in your Business Account or by the CBSA.

93. Why are some of the Useful Links always at the top of the Useful Links list?

Links provided by the CBSA will always appear at the top of the Useful Links.

System Messages

94. What are System Messages?

System Messages are bulletins created and published by the CBSA for trade chain partners to learn about important information related to the Portal or their activities with the CBSA. These bulletins are not related to the status of a Submitted Trade Document.